Controller’s Office
Research Administration Town
Hall
Thursday, May 8, 2014
9:00-11:00 AM
HSW-301 w/ a live broadcast to Genentech Hall, Byers
Auditorium at Mission Bay & Room 116 at the Fresno
Campus & Live Webcast
Contracts and Grants Accounting
Agenda
PMC ID- Rick Blair/Eunice Chang
Special State Appropriations-Michael Grafton/Eunice
Chang
CHR/CAR Restrictions- John Radkowski/Susan Lau
Compliance Topics
 Cost Sharing- Veleta Allen/John Radkowski
 Effort Reporting System Upgrade- Veleta Allen
 Audit Updates-Veleta Allen
Institutional Allowance/Training Related ExpensesRick Blair
Dept ID- Jean DeMartini
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PMC ID
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What is a PMC ID?
The PMCID is a unique reference number or
identifier that is assigned to every article that is
accepted into PMC
PubMed Central® (PMC) is a free archive of
biomedical and life sciences journal literature at the
U.S. National Institutes of Health's National Library of
Medicine (NIH/NLM).
Anyone submitting an application, proposal or report
to the NIH must include the PMC reference number
(PMCID) when citing applicable papers that they
author or that arise from their NIH-funded research.
Challenges
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Special State Appropriations
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General Overview
A special state appropriation is a type of
agreement which is a hybrid between a
sponsored project and internal University of
California agreement.
Special state appropriations exist for all four areas
of the University of California mission:
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Instruction
Research
Patient Care
Public Service
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General Overview Continued
 For research purposes, a special state appropriation is a
study that has been approved for funding internally by a
University of California program. In this regard, a special
state program has features of an intramural agreement.
 The primary University of California research programs are:
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California Breast Cancer Research Program
California HIV-AIDS Research Program
California Health Benefits Research Program
California Institute for Science and Innovation
Tobacco and Related Diseases Research Program
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CBCRP
CHRP
CHBRP
QB3
TRDRP
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General Overview Continued
 For research purposes, a special state appropriation is a
study that has been approved for funding internally by a
University of California program. In this regard, a special
state program has features of an intramural agreement.
 The primary University of California research programs are:





California Breast Cancer Research Program
California HIV-AIDS Research Program
California Health Benefits Research Program
California Institute for Science and Innovation
Tobacco and Related Diseases Research Program
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CBCRP
CHRP
CHBRP
QB3
TRDRP
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General Overview Continued
Claims for reimbursement of research related
costs for special state appropriations are sent to
the State of California, based upon statutory
budget period and award limits. In this regard, a
special state program has features of an
extramural or sponsored award.
The budget authorization for a special state
appropriation is not set up and appropriated
internally by the San Francisco campus (UCSF);
instead, the budget authorization is transmitted
by the University of California, Office of the
President (UCOP) through a budget mechanism
called an inter location transfer of funds.
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General Overview Continued
A monthly claim for unbilled expenditures on
special state appropriations must be
submitted to the specific University of
California program.
The monthly claimed is recorded as an
accounts receivable, for the purposes of
tracking and collections.
Payments are made by the State of California
to UCOP, then transmitted via intercampus
financial control to the specific campus.
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IDEAL ROUTING, PROPOSAL, AWARD SETUP
STEPS:
Proposal is submitted through e-Proposal.
Award notification is sent to the RMS team.
For inter location transfer of funds (ITF)
request, the contact in RMS provides location
2, account 440000, and subaccount 8.
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IDEAL ROUTING, PROPOSAL, AWARD SETUP
STEPS:
Information is forwarded in CACTAS to
Contracts and Grants Accounting.
Award is generated by CGA, with proper
notifications given to principal investigator
and central and department administrative
staff.
An inter location transfer is transmitted to UC
San Francisco with the fund and authorized
budget.
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THE REALITY ABOUT ROUTING, PROPOSAL, AND
AWARD SETUP STEPS
Proposal is submitted through e-Proposal, or
NOT.
Award notification is sent to the principal
investigator or the department administrator.
 Forward the notification to RMS. If there is no
proposal, please submit a proposal that matches
the award notification information.
 Complete the inter location transfer of funds
request, and send with notification.
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Routing
Award notification is sent to Contracts and
Grants Accounting.
 CGA will look up to see if there is a proposal.
 CGA will forward the award notification to RMS,
along with a partially completed inter location
transfer of funds. Department will need to work
with RMS to complete the department specific
information.
 CGA will also request that the information be
updated, and forwarded back in CACTAS, so that
CGA can generate the award.
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Routing Continued
Inter location transfer of funds (ITF) budget
authorization is sent to Contracts and Grants
Accounting.
 CGA will look up to see if there is a proposal.
 CGA will forward the ITF to RMS and request
that the information be updated, and forwarded
back in CACTAS, so that CGA can generate the
award.
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Special State Appropriations
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Special Considerations
Financial reporting
Close-out procedure
A training about other University of California
awards, covering special state appropriations,
will be done at a future town hall.
The inter location transfer of funds form will
need to accommodate both our internal chart
of accounts, and cross walk to the UC Office of
the President.
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CHR/CAR Restrictions
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Why does it matter to post-award?
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Requirement and Compliance
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What can we do to help support our
investigators?
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What can we do to help support our
investigators continued
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Scenarios
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Compliance Topics
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Compliance Topics
Effort Reporting
Cost Sharing
Audits – Update and involvement
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Effort Reporting
 A big THANK YOU to all those that certified
their reports on-time. We achieved a 95.2%
on-time certification rate.
 All effort reports archived on Thursday, May
8th.
Changes (debits AND credits) to archived
reports will require exception approval.
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Effort Reporting
Where do you find archived effort reports?
1. Login to the Effort Reporting System
2. Click on “System Administration” on the right
side of the ERS Menu
3. The Administrative Tasks screen appears, click
“Archive Reports” under the Report Generation
Section
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Effort Reporting
Where do you find archived effort reports?
(continued)
4. Search for the effort report
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Effort Reporting
Where do you find archived effort reports?
(continued)
5. Click on the PDF link you would like to view
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Effort Reporting
Where do you find archived effort reports?
(continued)
6. View pdf download of ERS Effort Report
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Cost Sharing
The University requirement is for more than
minimal effort, not 1%.
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Cost Sharing
 New Cost Sharing Process
1.
Department submits the Cost Sharing Budget and funding
chartstring information to CGA (Cost Sharing Budget Template )
2.
CGA will create the cost sharing budget journal at the project level
3.
CGA will update the Award with the cost sharing funding chartstring
4.
Departments will setup the cost sharing distribution line(s) in the
payroll system for the PI and other staff

5.
Sponsored Fund/DeptID/Project/Function + Fund 4900
Monthly, CGA will transfer the cost shared expenses from Fund 4900
to the cost sharing funding source
Please refer to Cost Sharing Job Aid on the Controller’s Office for details.
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Cost Sharing
How to view activity
 Prior to conversion, cost sharing activity was
tracked using a program code in Weblinks
 After conversion, cost sharing activity is tracked in
MyReports
 Only the unmet cost sharing balance was converted. All
prior balances and activities should be viewed in
Weblinks
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Cost Sharing
How to run cost sharing budget in MyReports
 MyReports  Operational Reports Sponsored
Projects Balances Report
 Select the month for “Report Date as of”
 Select Fund “4900-Cost Sharing”
 Select the appropriate Project
 Click Run
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Cost Sharing
How to run cost sharing actuals in MyReports
 MyReports  Transactional Reports 
Transaction Detail Report
 Select the appropriate “Report Date Range”
 Select Account “51331-Cost Sharing Expense”
 Select Fund “4900-Cost Sharing Expense”
 Select the appropriate Project
 Click Run
** If needed, Sort 1 by Project and update
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Upcoming Compliance Reviews
 Cost Transfer Post Audit Review (Monthly)
 Cost Sharing Balance Review
 Administrative Salary and Expense Review
 GL Verification Review
**Audit Services (Internal Audit) has started
auditing the burn rate of Sponsored Projects.
Departments will be contacted directly.
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Institutional Allowance/Training
Related Expenses
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Basics
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What’s Next…
Form work group to discuss items
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Data and network recharges if allocable;
Health insurance fees;
Other allocable charges;
Develop FAQs
If interested in joining contact Rick Blair at
rick.blair@ucsf.edu
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Dept ID
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Dept ID
 UCSF financial systems utilize Dept ID in various functions and
processes, as described below:
 RAS – Attribute: Each RAS Award and Project are assigned a Dept ID
attribute which identifies organizational ownership of the
Award/Project. This is the equivalent of the Dep Code on the RAS
project in the old COA, and this Dept ID attribute was converted from
the old DepCode. These Dept ID attributes are generally established at
Level 2 on the Dept ID tree and are not intended to dictate the Dept ID
to be used for posting transactions to an Award/Project. The Dept ID
used for posting transactions may be different from the Dept ID
attribute on the RAS Award and Project.
 RAS – Access: RAS System User access is based on the user’s assigned
Dept ID(s). Access Administrators are responsible for assigning the
appropriate Dept ID level, to allow users RAS access to Award and
Project records, based on the Project Dept ID and its children. Schools
should consider assigning access at level 2 or 3 on the DeptID tree,
however, that decision ultimately rests with the control points.
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Dept ID Clarification Continued
 MyReports: MyReports is open access, meaning that user access to
financial information is not limited to the user’s RAS access assigned
Dept ID. Dept ID is used in MyReprts as one of the many possible
filters that a user may select when designing a report.
 Journals: Dept ID is a required chartfield in journal preparation. The
journal preparer has the ability to select any posting level Dept ID,
provided that it is appropriate for the transaction. (Note: If the
transaction affects another department project, verify the posting
level Dept ID with the financial administrator.) RAS – Attribute: Each
RAS Award and Project are assigned a Dept ID attribute which
identifies organizational ownership of the Award/Project. This is the
equivalent of the Dep Code on the RAS project in the old COA, and this
Dept ID attribute was converted from the old DepCode. These Dept ID
attributes are generally established at Level 2 on the Dept ID tree and
are not intended to dictate the Dept ID to be used for posting
transactions to an Award/Project. The Dept ID used for posting
transactions may be different from the Dept ID attribute on the RAS
Award and Project.
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Dept ID Clarification Continued
 In summary, Dept ID serves various purposes throughout our financial
organization. It is highly recommended that finance staff and research
administration staff become familiar with their department’s Dept ID tree.
 After reading this, if you believe the Dept ID on an award is incorrect, you may
correct it by contacting Michael Grafton at Michael.Grafton@ucsf.edu.
 If the Dept ID on a financial transaction is incorrect, use a transfer account
(78050) to move the balance to the correct Dept ID and associated chartstring.
Moving forward, make sure you use the correct Dept ID on all transactions.
 Questions should be directed as follows:
 Issues involving Dept ID tree structure or conversion mapping should be
directed to your champion or control point.
 Issues involving RAS access should be directed to your Access Administrator.
 Issues involving the Dept ID attribute for new awards should be directed to
your finance organization or Michael Grafton at Michael.grafton@ucsf.edu
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QUESTIONS?
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